Automate invoicing: drafts built from real hours
The agent turns each project's tracked hours into invoice drafts and checks that they add up. Issuing them is still up to you.
The problem
“This month's invoices haven't gone out yet.” It is hardly ever carelessness. Invoicing means adding up each project's hours, splitting them by client, applying their terms and writing every line. Nobody wants to do it and there is always something more urgent.
It happens in any company that bills by the hour or by task: consultancies, law and accounting firms, studios, service companies. Every day of delay in invoicing is a day of delay in getting paid.
How it is done today
Someone exports the period's hours, groups them by client and project in a spreadsheet, rounds them, applies each rate and prepares every invoice from scratch. Then they check it against the spreadsheet in case a figure has slipped.
It is copy-and-add work. And the mistakes that get through are found by the client.
How we solve it
- You tell it the period and the clients. It never assumes the period: each client has its own rhythm, monthly, quarterly or on request.
- It reads the hours from the time tracker and groups them by project or by task, depending on how each client is billed, with their terms.
- Before showing you anything it warns about what looks off: hours with no task, a project with no hours, hours far from the usual or a draft that already exists for that client.
- It shows you the proposal, invoice by invoice: client, period, lines, net amount, taxes, total and due date. If you ask for a change, it is fixed at the source and the proposal is rebuilt from scratch.
- With your go-ahead it creates the drafts in your invoicing tool.
- It reads each draft back and compares it with the proposal you approved. If anything differs, it fixes it and checks again.
Result
0hours added up by hand
In our own company, invoices come out of tracked hours. Nobody adds up hours in a spreadsheet or writes an invoice from scratch: the draft is reviewed and issued.
What it takes
Timeline
Short if hours are already tracked per project. If they are not tracked today, that comes first. The exact timeline comes out of the assessment, once we see how you bill each client.
Data and access
Read access to the time tracker. Permission to create and edit drafts, and nothing else, in your invoicing tool. And each client's terms: rate, billing frequency, due date and how they want the lines shown.
Your tools
The time tracker you already use and your invoicing tool. Neither has to change; in the assessment we look at how each one connects.
How it is built
The proposal carries a fingerprint computed from its content. That fingerprint is the approval: without it nothing is created, and if someone edits the proposal by hand the fingerprint no longer matches.
The comparison between what was created and what was approved is done by a deterministic program, not by the AI model. A draft that does not match the proposal is not accepted.
The connection to the invoicing tool has no operations to issue, send, collect or delete. It is not a promise: those operations do not exist in the integration, and the tests check it.
Credentials live in a secrets manager and do not pass through the conversation with the model.
Frequently asked questions
Does the agent issue or send the invoices?
No. It leaves drafts in your invoicing tool. Reviewing, issuing and sending them is done by you.
What if a draft comes out wrong?
Each draft is read back and compared with the proposal you approved. If it does not match, it is fixed before it is considered done. And because it is a draft, you always see it before it reaches the client.
Does it work if I do not bill by the hour?
This automation starts from tracked hours or tasks. If you bill another way, in the assessment we look at where your data comes from and whether it is worth it.
Do I have to change invoicing software?
That is not the idea. We work on the tool you already have, as long as it allows drafts to be created from outside.
What does Julditec do?
We implement the agent, adapt it to your company, train your team and maintain it. The day-to-day work is done by the agent; reviewing and issuing the invoices stays with you.
Related automations
Collections
Overdue invoices, who has not paid and the reminder already drafted.
Time tracking
Hours come from real activity and the monthly record is generated, checked and filed on its own.
Part of Finance and tax